Comparing HR systems: which one fits your organization?

Today, the number of providers and options in the field of HR systems seems endless. You have plenty to choose from. But that probably also creates unease and decision stress. Because let’s be honest: every slick salesperson will crow that their system really is the smartest one when they sit down for coffee with you for the first time. Once you’ve implemented it, the cosmetic flaws surface or it turns out you still have to buy extra modules.

How do you actually know what really fits your needs? 

In this blog, we’d like to walk a little way with you into the provider market. And hey, you know us. Of course we’ll share some handy tips and tricks along the way. 

First of all: what do we actually mean by an HR system? It is the software that supports the HR department and payroll administration in managing employee data. That can be very limited, but it can also cover handling “personnel matters” in the broadest sense of the word. Think of, for example:

• employee records (name and address details, contract data, etc.)
• setting up and managing personnel files
• time tracking
• payroll administration
• absence tracking
• talent management
• recruitment

Are you a startup looking to purchase an HR system for the first time? Or are you considering swapping your rattling, ancient system for a high-tech HR solution? Then we’d like to give you a few tips. 

1. Take your time

‍An HR system is an important linchpin in your business process. It has to work, it has to be accurate and it has to fit. If data processing goes wrong or salaries are paid late, it costs you an enormous amount of goodwill with your employees. So don’t rush into it.

Send your request to several vendors and take the time to weigh all the pros and cons carefully. ‍

2. Be critical and frugal

‍Not every company is the same. If you operate internationally, you need different functionality than if you run the restaurant around the corner. So don’t let slick demos and enthusiastic salespeople drive you crazy. It’s perfectly fine to be critical and frugal.

If a small Golf is enough for you, don’t let anyone talk you into an expensive Rolls Royce.

While we’re on the subject of costs: know your budget. The costs of HR systems vary enormously. If you choose a basic solution, you’ll probably only pay a few euros per employee. But if you want an extensive custom solution from a renowned vendor, you’ll have to open your wallet.

3. Ask yourself a few important questions

‍In your search for the right HR solution, a few questions are very important:
- How is your organizational structure set up?
- What short- and long-term goals do you have for your organization?
- Who is given which responsibilities: does the emphasis of control lie with the manager or the employee?
- Which HR tasks and processes would you like to improve, and why?
- What is the capacity of your HR and IT department?

4. You don’t have to do everything yourself

‍Following on from the last question: there are various service providers in this area too who can help you. With making the choice, with implementing or maintaining the new system, or with carrying out your HR administration.

So you can have the work taken off your hands, in whole or in part. Of course that comes with a price tag. But on the other hand, your own HR, IT or payroll staff are less burdened.

5. Flexibility is key

‍Technological developments follow one another at a rapid pace. What is the latest and greatest today is probably outdated tomorrow. So ask the vendor detailed questions about how updates work. Also think about possible expansion options in case your company suddenly ends up in booming business, or you decide to open a branch abroad after all.

Another point of attention when it comes to flexibility: integration options with other, usually existing systems. Think of a connection to your LMS, recruitment system, logistics planning or other modules. This increases not only the added value of the new system, but also your flexibility.
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‍Here is a list of some leading HR software providers.
As mentioned, the number of providers is unprecedented. We have had to make a limited selection and therefore cannot guarantee that your ideal solution is included here.

Personio

This software provider focuses primarily on small and medium-sized businesses with between 10 and 2,000 employees.

‘We give HR teams the time to focus on what matters most: the people’.

This provider offers various functionalities across the entire HR spectrum and claims to have over 8,000 satisfied customers. There are three subscription options, increasing in capabilities (and cost): Essential, Professional, and Enterprise. In addition, Personio indicates that it also has room for custom solutions.

Personio is also internationally oriented. It is a player in more than 80 countries and operates from offices in Munich, Madrid, London, and Dublin. Pricing details for the various options are available upon request.

HoorayHR

An all-in-one HR tool for SMEs.

That is how HoorayHR presents itself. And indeed, a wide range of functionalities is presented on the website. From onboarding and payroll to digital personnel files, personal development, and HR analytics: it is all possible. The provider has a customer service team that is rated as excellent.

After a 14-day free trial, HoorayHR costs €4.50 per employee per month. ‘One fixed price, no hassle’, the website promises. HoorayHR is based in Utrecht.

HR2day

HR2day focuses on employers with more than 250 employees who deal with complex processes and challenging HR issues. They state that they offer possibilities for employers in all kinds of sectors, both profit and non-profit.

What can they offer? Complete HR and payroll functionality, flexible and scalable, and their own implementation methodology.

All HR processes are managed from one central database. There are extensive self-service options and it is a 100% cloud application.

Thanks to a full SaaS solution, HR2day can be linked to almost any system. Data can be transmitted safely and reliably to, for example, the tax authorities, pension funds, and occupational health services without requiring a manual click. This provider has been part of the Visma Group since July 2019, but remains completely independent and follows its own course, as explicitly stated on the website.

Visma|Raet

Well, now that we are talking about this major player, we should call a spade a spade.

With HR software from Visma|Raet, repetitive and administrative HR tasks can be automated.

This provider also promises more control over HR processes and ‘time and space for what is truly important’. In addition to HR software, Visma also provides software for payroll administration, and they are also in the market for HRM and payroll services, as well as talent and workforce management.

Visma|Raet focuses primarily on education, government, and healthcare. According to the website, Visma was the first company to develop HR software for the cloud and offer a fully integrated range of HR software and services. The company is based in Amersfoort.

AFAS

With software from AFAS, payroll processing, leave, absenteeism, and recruitment & selection can be managed with a single mouse click, the website promises. The company has developed self-service options for both management and employees. The HR software is integrated with AFAS payroll software, meaning payroll administration and HRM use the same database, which reduces the margin for error.

It does not matter to this large provider whether you are a large or small employer, and AFAS looks beyond just HR. The company even has one software solution for all business processes, according to the website. This company also has administrative solutions for freelancers and small business owners.

The company has 12,000 Dutch organizations as customers and is a ‘100% Dutch family business’ based in Leusden.

So much for our brief tour of the various possibilities in the field of HR software. Our best advice? Get well-informed and, with our tips in mind, take a critical look at all the grand promises and golden mountains. An HR system is a significant investment that you will benefit from (or be inconvenienced by!) for years to come. So take your time.

Pluvo integrates easily (and seamlessly!)

Of course, Pluvo's learning platforms integrate perfectly with most HR systems. (for more information, click through to integrations) And, very conveniently: with Pluvo, you can log in easily using Single Sign-On. It's super secure, and you don't have to remember a bunch of passwords. Convenience is key!

We are always happy to brainstorm about this! So please feel free to contact us if you'd like to chat.